R9 - Creating Contact Information

Owned by Persia Xenopoulou (Deactivated)
Last updated: Jan 18, 2016
9 min read

What does this section cover?

Navigating to Contact Information

CRM APPLICATION > CONTACT INFORMATION > MANAGE CONTACT INFORMATION 

Explaining Contact Information  Fields

Person Contact Information

Name

Description

Type *

The contact information type which in this case is Person

Gender

The gender of the person which can be either Male or Female

Title

The title of the person

First Name

The first name of the person

Middle Name

The middle name of the person

Last Name

The last name of the person

Category

A category that the person belongs to

Profile Photo

The profile photo of the person

Owned by Group

The group that owns the specific contact information

Privacy Level

The privacy level of the specific contact. It is always read only and can be changed through a dedicated action

Demographics

The demographic information of the specific person

Name

Description

Date of birth

The date of birth of the specific person

Name Day

The name day of the specific person

Country of Residence

The country of residence of the specific person

ID Number

The ID number of the specific person

Registration CountryThe ID registration country of the specific person

Passport Number

The passport number of the specific person

Registration CountryThe passport registration country of the specific person

Social Security Number

The social security number of the specific person

Industry

The Industry that the specific person belongs to

Industry Sector

The Industry sector that the specific person belongs to

Addresses

The addresses of the specific person
Visit   Changing the Contact Address State for more information on the address state

Name

Description

Type *

The type of the address. It is mandatory for each specified address but not mandatory for the whole contact information. Each address type can be added maximum once for each contact information.

Country

The address country

Street Name *

The address street name
(Mandatory on conditions: only for existing addresses)

Street Number

The address street number

Postal Code

The address postal code

Floor

The address floor

Apartment

The address apartment number

Area

The address area

Town/City

The address town or city

District

The address district

Municipality

The address municipality

PO Box

The address PO Box

PO Box Postal Code

The address PO Box Postal Code

Care of

The address care of information

Phones

The phones of the specific person

Name

Description

Type *

The type of the phone. It is mandatory for each specified address but not mandatory for the whole contact information. Each phone type can be added maximum once for each contact information.

Country *The phone country

Area Code

The phone area code

Phone Number *

The phone number
(Mandatory on conditions: only for existing phones) 

Notes

Notes for the specific phone

Emails

The emails of the specific person

Name

Description

Type *

The type of the email. It is mandatory for each specified email but not mandatory for the whole contact information. Each email type can be added maximum once for each contact information.

Email Address *

The email address.
Mandatory on conditions: It is mandatory only for existing emails and it should include the character @ and a dot at a position after the @.

Notes

Notes for the specific email

Relations

The related contact information and the relation with the specific person

Name

Description

Related Contact *

The related contact

Type *

The relation type between the two contacts. The available relations are filtered based on the business & personal relations specified on the active contact information definitions.

NotesNotes for the specific relation

Authorisation Settings

AVAILABLE FROM CRM.COM R9

Authorisation settings defining whether the contact will be contacted for direct and affiliate marketing material.

Name

Description

Send me Direct Marketing material

Defines whether the contact wants to be contacted or not through Customer Care Notifications run for Direct Marketing Purposes. In addition, the date on which this authorization was set and the user who updated this information by either setting its value to Yes or No are kept.

In order for the setting to be taken into consideration when executing Notification Runs then the respective setting in Notification Type should be selected. (i.e.Apply Contact Information Data Protection for Direct Marketing should be checked) If the setting in the Notification Type is not checked, then the system will create the notification and communication for the customer, no matter what the preferred selection is in the Contact Information.

If for one of the 2 between Affiliate and Direct settings are set to No then a notification/communication won't be created.

Subscribe in and Out of Direct Marketing via emails

  • Subscribing in (Opt In) and Subscribing Out (Opt Out) of Direct marketing material can also be done automatically, from the contact via email links.
    For more information visit Understanding Communications Key Concepts section related to email and link tracking.
Send me Affiliate Marketing material

Defines whether the contact wants to be contacted or not through Customer Care Notifications run for Affiliate Marketing Purposes. In addition, the date on which this authorization was set and the user who updated this information by either setting its value to Yes or No are kept.

In order for the setting to be taken into consideration when executing Notification Runs then the respective setting in Notification Type should be selected. (i.e.Apply Contact Information Data Protection for Affiliate Marketing should be checked) If the setting in the Notification Type is not checked, then the system will create the notification and communication for the customer, no matter what the preferred selection is in the Contact Information.

If for one of the 2 between Affiliate and Direct settings are set to No then a notification/communication won't be created.

Subscribe in and Out of Affiliate Marketing via emails

  • Subscribing in (Opt In) and Subscribing Out (Opt Out) of Affiliate marketing material can also be done automatically, from the contact via email links.
    For more information visit Understanding Communications Key Concepts section related to email and link tracking.

 

Log Information

Includes the standard log information plus the shared notes

Attachments

The attachments related with the specific person

AVAILABLE FROM CRM.COM R9

The values provided for the following fields in Person Contacts are validated against the Contact Information Formatting Settings if they are configured:

  • Address Post Code
  • Phone Number
  • ID Number
  • Passport Number
  • Social Security Number

Visit Setting up Formatting Settings to find out more about configuring Contact Information Formatting Settings.

Company Contact Information

Name

Description

Type *

The contact information type which in this case is Company

Company Name *

The name of the company

Category

A category that the company belongs to

Profile Photo

The profile photo of the company

Owned by Group

The group that owns the specific company

Privacy Level

The privacy level of the specific company. It is always read only and can be changed through a dedicated action

Company Profile

The company profile

Name

Description

Industry

The Industry that the company belongs to

Industry Sector

The Industry sector that the company belongs to

Profile Year

The company’s profile year. It should be a number with 4 digits

Annual Turnover

The company’s annual turnover

Established on

The date that the company was established

Number of Employees

The company’s number of employees

Tax reference NumberThe company’s tax reference number

Registration Details

 

The company’s registration details which include the following:

  • Registration Number: The company registration number. A  free text field
  • Registered in:  The company registration country. A country field

VAT Registration

 

The company’s VAT registration details which include the following:

  • VAT Number: The company VAT number. A free text field
  • By: VAT registered by. A free text field
  • On: VAT registration date. A date field

Addresses

The company addresses
Visit  Changing the Contact Address State for more information on the address state

Name

Description

Type *

The type of the address. It is mandatory for each specified address but not mandatory for the whole contact information. Each address type can be added maximum once for each contact information.

Country

The address country

Street Name *

The address street name.

Mandatory on conditions:It is mandatory only for existing addresses

Street Number

The address street number

Postal Code

The address postal code

Floor

The address floor

Apartment

The address apartment number

Area

The address area

Town/City

The address town or city

District

The address district

Municipality

The address municipality

PO Box

The address PO Box

PO Box Postal Code

The address PO Box Postal Code

Care of

The address care of information

Phones

The company phones

Name

Description

Type *

The type of the phone. It is mandatory for each specified address but not mandatory for the whole contact information. Each phone type can be added maximum once for each contact information.

Country *The phone country

Area Code

The phone area code

Phone Number *

The phone number.
Mandatory on conditions: It is mandatory only for existing phones

Notes

Notes for the specific phone

Emails

The company emails

Name

Description

Type *

The type of the email. It is mandatory for each specified email but not mandatory for the whole contact information. Each email type can be added maximum once for each contact information.

Email Address *

The email address.

Mandatory on conditions: It is mandatory only for existing emails and it should include the character @ and a dot at a position after the @.

Notes

Notes for the specific email

Relations

The related contact information and the relation with the specific company

Name

Description

Related Contact *

The related contact

Type *

The relation type between the two contact information. The available relations are filtered based on the business & personal relations specified on the active contact information definitions.

NotesNotes for the specific relation

Authorisation Settings

AVAILABLE FROM CRM.COM R9

Authorisation settings defining whether the contact will be contacted for direct and affiliate marketing material.

Name

Description

Send me Direct Marketing material

Defines whether the contact wants to be contacted or not through Customer Care Notifications run for Direct Marketing Purposes. In addition, the date on which this authorization was set and the user who updated this information by either setting its value to Yes or No are kept.

In order for the setting to be taken into consideration when executing Notification Runs then the respective setting in Notification Type should be selected. (i.e.Apply Contact Information Data Protection for Direct Marketing should be checked) If the setting in the Notification Type is not checked, then the system will create the notification and communication for the customer, no matter what the preferred selection is in the Contact Information.

If for one of the 2 between Affiliate and Direct settings are set to No then a notification/communication won't be created

Subscribe in and Out of Direct Marketing via emails

  • Subscribing in (Opt In) and Subscribing Out (Opt Out) of Direct marketing material can also be done automatically, from the contact via email links.
    For more information visit Understanding Communications Key Concepts section related to email and link tracking.

 

Send me Affiliate Marketing material

Defines whether the contact wants to be contacted or not through Customer Care Notifications run for Affiliate Marketing Purposes. In addition, the date on which this authorization was set and the user who updated this information by either setting its value to Yes or No are kept.

In order for the setting to be taken into consideration when executing Notification Runs then the respective setting in Notification Type should be selected. (i.e.Apply Contact Information Data Protection for Affiliate Marketing should be checked) If the setting in the Notification Type is not checked, then the system will create the notification and communication for the customer, no matter what the preferred selection is in the Contact Information.

If for one of the 2 between Affiliate and Direct settings are set to No then a notification/communication won't be created.

Subscribe in and Out of Affiliate Marketing via emails

  • Subscribing in (Opt In) and Subscribing Out (Opt Out) of Affiliate marketing material can also be done automatically, from the contact via email links.
    For more information visit Understanding Communications Key Concepts section related to email and link tracking.

 

 

Includes the standard log information plus the shared notes

Attachments

The attachments related with the specific company

AVAILABLE FROM CRM.COM R9

The values provided for the following field in Company Contacts are validated against the Contact Information Formatting Settings if they are configured:

  • Address Post Code
  • Phone Number
  • Registration Number
  • VAT Number
  • Tax Reference Number

Visit Setting up Formatting Settings to find out more about configuring Contact Information Formatting Settings.

Creating and Saving, Validations and Restrictions

ActionValidationsRestrictions
Create

 

  • Active Contact Information definition exists in the system
Save
  • Mandatory fields
    • First Name - Contact Person
    • Last Name - Contact Person
    • Company Name - Contact Company
    • Any other fields defined in the Uniqueness Rule
    • If any of the address types are defined and automatically added on the Contact then the following fields are mandatory
      • Street Name
    • If any of the phone types are defined and automatically added on the Contact then the following fields are mandatory
      • Phone number
    • If any of the email types are defined and automatically added on the Contact then the following fields are mandatory
      • Email
    • If a contact is defined in the Relations then the following fields are mandatory
      • Relation

 

 

Creating a Contact Information

  1. Search using the criteria available in the summary page
  2. From the top menu click on the NEW PERSON to open the Contact Information data entry page
    CONTACT INFORMATION - PERSON
  3. OR From the top menu click on the NEW COMPANY to open the Contact Information data entry page
     CONTACT INFORMATION - COMPANY

  4. Main Information

    1. Provide the mandatory Main Information for the contact

  5. Addresses

    1. Type: Select the type of the address you would like to define
    2. Provide all the related address information
    3. Select a different type and provide information for second address
      Repeat for all address types you would like to provide address 

  6. Phones

    1. Type: Select the type of the phone you would like to define
    2. Country: Select country
      According to the selected country, the Area Code will be provided
    3. Phone Number: Provide Phone number
      Area code will be automatically concatenated 
    4. Select a different type and provide information for second phone number
      Repeat for all phone types you would like to provide phone number

  7. Emails

    1. Type: Select the type of the email address you would like to define
    2. Provide the email address information
    3. Select a different type and provide information for second address
      Repeat for all address types you would like to provide address 

  8. Demographics / Company Profile

    1. Provide additional information either for Contact Person or Contact Company

  9. Relations

    1. Outward Relations. 
      1. Click on "ADD" and use modal to search for the related contact
        1. Type: Next to the Related Contact, select the Type of relationship from the drop down

  10. Authorisation Settings - AVAILABLE FROM CRM.COM R9

    1. Check the check - box next to the authorisation setting you would like to enable. 
      System will set by default the settings as set in the active Contact Information Definition 

  11. Attachments

    Add any files or URLs related to the entity.

    Check  General Settings to find out the restrictions (if any) related to the type and the size of the files you wish to upload. 

    1. For adding a file
      1. Click on Add > Upload File
        Attachments - Upload File 
      2. Drag and Drop the file in the modal 
        OR 
      3. Click in the modal
      4. Select the file to be uploaded
      5. Click on "DONE"
      6. Notes: Provide notes related to the upload
    2. For adding a URL
      1. Click on  "ADD"
        Attachments - URL 
      2. Attachment: Specify the URL
      3. Notes: Provide notes related with the URL

  12. Log Information

    The following information is automatically set by the system on saving the Contact Information

    Log information section keeps all the logging information related to the specific record

    • Basic set of information available in all entities
      • Created By User: The user that created the entity
      • Created By Unit: The unit of the user that created the entity
      • Updated By User: The user that last updated the entity
      • Updated by Unit: The unit of the user that last updated the entity
      • Date Created: The date the account was entity
      • Date Updated: The date the account was last entity
        LOG DETAILS

  13. From the Action Menu click on "SAVE"

System Processing

Once saved the system will proceed with the following actions:

  • Validate specified information based on the following:
    • contact information uniqueness
    • addresses
    • emails
    • phones
    • mandatory fields
    • unique fields
  • If validation is completed successfully then
    • Contact Information Life Cycle State is set
      • If the contact information is related with an accounts receivable then the state is set to “Marketing”
      • If the contact information is not related with an accounts receivable then the state is set to “Financial”
    • Sets the contact information privacy levels if PLAR is defined
    • Sets log information


Visit Understanding Contact Information for business examples related to setting customer communication authorisation settings


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